Congress agreed with the 9/11 Commission's recommendation and adopted it through the controversial REAL ID Act of 2005 [Pub. The front of the card contains a photo, fingerprint, and signature of the rightful holder. Does this card need to be reverified? No entries should be made in List A column, if the employee has presented acceptable List B and List C documents. Last Reviewed/Updated: 07/06/2021 Was this page helpful? A citizen of the United States. If the employee provides a visa number, you are encouraged to enter it as doing so may prevent a tentative nonconfirmation (TNC). An employer may not correct errors or omissions in Section 1. Please consult with the I-9 Compliance Specialist if you need assistance completing the form. This provides a quick reference that the cardholder is a minor. Making copies and keeping them can help your case in the event of an ICE inspection. Submission Pre-Dates Enrollment in E-Verify:You are not permitted to verify workers who were in your employ at the time that you signed the Memorandum of Understanding (MoU). You may accept a document with a different name than the name entered in Section 1 provided that you resolve the question of whether the document reasonably relates to the employee. When is an employee required to use "N/A" in Section 1? E-Verify and Professional Employer Organizations (PEOs). Site designed by Financial Management Services (FMS) in partnership with ImageX Media. State from which the Identification Card was issued (Ex: State of Florida, State of Massachusetts, State of Hawaii, etc.) If not a U.S. citizen, applicant must legally be in permanent status in the United States and domiciled in Alabama. First, if the issuing authority extended the expiration date, you may accept the document as a valid List B document. Looking for U.S. government information and services? Applying for or Renewing a DL/ID/CDL Scheduling A Road Test Issuing A Temporary Permit Lost/Stolen Driver License/ID Card For guidelines on which documents on Form I-9, Employment Eligibility Verification, are issued to which categories of individuals, see the chart below. Paycors compliance solutions help ensure accurate filing and mitigate risk. This page was not helpful because the content: Questions and Answers Related to COVID-19, Completing Section 1, Employee Information and Attestation, Completing Section 2, Employer Review and Attestation, Completing Section 3, Reverification and Rehires, Form I-9, Employment Eligibility Verification, Driver's License or ID card issued by a U.S. state or outlying possession, Citizens of the Republic of Marshall Islands, the Federated States of Micronesia, or the Republic of Palau admitted under a Compact of Free Association. Acceptable documents must establish both (1) identity of the individual and (2) employment authorization. How can I add an electronic signature field to Form I-9? The instructions state when an employee may use N/A or must use N/A. Keeping supporting documentation will also help facilitate any internal I-9 audits you conduct. In the example below, the employee has presented a Drivers License issued by Arizona State as a List B document. The Warning message #1 will appear letting you know that the form will be check to ensure that each field in Section 2 is filled out (see image below). Employers Business or Organization Name , Employers Business or Organization Name Address (Street Name and Number) . Date of Hire:In the Certification paragraph just above your signature, you must enter the date that the employee begins work for pay. It must be completed within 3 business days of a hire (i.e., if an employee starts on a Monday, Section 2 must be completed by Thursday). Connect with new hires and make a lasting first impression. Contact NAU HR if you have questions on what type of information to enter. A lock ( A locked padlock ) or https:// means you've safely connected to the .gov website. (2) the above-listed document(s) appear to be genuine and to relate to the employee named, and (3) to the best of my knowledge the employee is authorized to work in the United States. After issuance of Form I-94, USCIS will process an Employment Authorization Document (Form I-766) for a refugee. Enter N/A if there is not document number. Issuing Authority Enter the issuing authority of the List B document or receipt. Control costs and make every dollar count with reporting. Errors or information missing from the I-9 form can delay the successful completion of a verification. This way, you wont need to worry about an ICE Notice of Inspection. Does your company retain supporting documentation? Following are some of the most common Form I-9 errors and how to correct them. Once these Forms I-9 are securely stored in electronic format, the original paper Forms I-9 may be destroyed. Employee termination dates and form retention dates. If you entered List A document(s), you must not enter document information in List B or List C columns. Am I required to retain original Forms I-9 with signatures or are photocopies or faxed copies acceptable? Form I-9, Employment Eligibility Verification, is the key element of E-Verify's web-based employment eligibility verification. Proof of insurance. Summary: Issuing authority refers to any government agency or office that has the power to issue a specific official document. A state-issued temporary driver's license is an acceptable Form I-9 List B document if it contains a photograph or identifying information such as name, date of birth, gender, height, eye color, and address. The employer should complete a fresh I-9 with the new documents and attach it to the old Form I-9 , with a signed and dated explanation. Here is a quick reference for common documents: U.S. Passport. Since 2007. You have assure that the identification document(s) appear to be genuine and related to the employee presenting the document(s) and you did not accept any document(s) that do not reasonably appear on their face to be genuine or to relate to the employee presenting them. Please complete, sign stamp/seal The NAU NOTARY PUBLIC FORM (last page of this packet) with your unexpired notary stamp and return it to the NAU employee so that they may send it to us with the Form I-9 and the photocopies of the employment documentation as well. Increase engagement and inspire employees with continuous development. The Department of Homeland Security allowed expired List B documents as a temporary policy during the COVID-19 pandemic. Document Number - Enter the List B document or receipt document number. Telephone number and email address fields are optional. A. Creating an official immigration compliance policy will help you act consistently and put you in the best possible position in the event of an unexpected Notice of Inspection from ICE. The information required includes the document (s) title; issuing authority; document number and expiration date, if any. a Social Security number is in List B or a driver's license in List C) draw an arrow to the correct list and . This information is contained all in the spaces under "List B". A refugee may choose to present any applicable documents from the Lists of Acceptable Documents. Citizenship and Immigration Services (USCIS) issues to certain qualifying foreign nationals to work in the United States. You should ensure that all fields name, date of birth, Social Security number, etc. are completed. Were growing and want to hear from you. Missing Alien Number or I-94 Number:Regardless of the type of identification documents presented, a non-citizen new hire must provide either an Alien (USCIS) Number or Form I-94 number. Foreign Passports Incorrectly Described:You may accept a foreign passport that contains a temporary I-551 stamp or temporary I-551 printed notation on a machine-readable immigrant visa. However, if they prove that they now have the correct documentation and their status has been regularized, an employer can continue their employment, even if they originally provided false documentation. Claim hiring tax credits and optimize shift coverage. See our vetted tech & services alliances. Can an F-1 student engaged in OPT, STEM, or off-campus employment other than curricular practical training present Form I-94 and Form I-20 as List C document during reverification? The range of possible penalties is regularly increased and now stands at: If employers try to trick ICE, or ignore credible warnings, they risk serious fines. U.S. Coast Guard Merchant Mariner Card U.S. Coast Guard Native American Tribal Document Native American Tribe from which the document was issued (Ex: Choctaw, Dakota Sioux, Navajo, etc.) Driver's license or ID card issued by a State or outlying possession of the United States provided it contains a photograph or information such as name, date of birth, gender, height, eye color, and address 9. Pennsylvania Driver's License Issuing Authority I9 form information and FAQ on I-9 CIS regulations. I-9 documents must be obtained from the relevant issuing body. The issuing authority is the specific entity that issued the document or receipt. (In some states, this may be legally required). No entry should be made in List A column. For former employees, they must be retained for 1 year from the date of termination or 3 years from the date of the original hire, whichever is later. Drivers of large and heavy vehicles (i.e. Address the varying challenges of women and together be a champion for business growth. If your employee is under Age 18, please submit a work permit, HS diplomaor Stanford IDin addition to the Form I-9 documentsto remain in compliance. Document Number Enter the List B document or receipt document number. Form I-9 regulations allow employers to choose whether to keep copies of documents employees submit to complete their Form I-9. Examples of issuing authorities you will see are; Social Security Administration, Department of Health and Human Services, or Department of Health, Education and Welfare. All communication from Paycor should be confirmed by your companys legal, tax, benefit, accounting or investment advisor before making any decisions. The examples below illustrate properly completed, printed I-9s for commonly presented document types. Initial and date the correction or omitted information next to the employees initials. Duplicate Driver's License or ID Card. Yes. Who is in charge of your Form I-9 Retention Policy? Fill in the information for each document, including the document number, the issuing authority, document title, and expiration date (if needed). 2023 Paycor, Inc | Refer Paycor | Privacy Policy | 1-800-501-9462 | If you are using the computer, select the issuing authority form the drop-down menu. Indiana residents who have not already made application for a Real ID should do so during their next renewal. A Permanent Resident Card with a USCIS-issued sticker extending its validity is a List A document and acceptable for Form I-9. An action plan to help you achieve HR excellence based on Paycors proprietary data and research. Any employees who provided expired List B items were required to provide unexpired documentation by July 31, 2022. Under 18 and Under 21 indicators display below the portrait. NOT VALID FOR EMPLOYMENT Enter the expiration date in Section 2 of Form I-9 and write "COVID-19 EXT" in the Additional Information field. Verifies that and employee is authorized to work in the United States. When you hire a new employee, they need to fill out an I-9 in order for you to run payroll. If the List B and List C document are acceptable, then do not ask for a List A document. We make E-Verify easy! If re-verification is required and an employer doesnt do so, then they are knowingly employing an undocumented worker. Part B: Fill in the new hire date. (Ex: U.S. . Streamline recruiting and hiring so you can quickly and effectively fill open positions, develop top talent, and retain your workforce. This date can be used as the date by which the employers should reverify the student's employment authorization and should be entered by the employee in Section 1. Build a great place to work where employees show up, make a difference and win together. Form I-9 is required by the Department of Homeland Security. An employee must fill in their: Employers must ensure that employees sign their name and date the form. Employers should not backdate the form, but should clearly state the actual date employment began in the certification portion of Section 2. Close All Open All List A Documents List B Documents List C Documents More Information Close All Open All Last Reviewed/Updated: If you are using the computer, select the issuing authority form the drop-down menu. You may verify new hires who were hired on the date that you enrolled. Employers are not required to reverify the employment eligibility of a lawful permanent resident and should not reverify the employment authorization of this employee. ruston city court hours; conventional tillage advantages and disadvantages; texas express lane payment; i can t pass the praxis core writing So, Section 1 errors should be fixed by employees. You have only accepted unexpired identification documents from the list of, You will refer a foreign national employee directly to NAU, You will refer an employee who is a minor (under age 18) or an employee with disabilities and his/her parent, legal guardian or representative has completed Section 1 for them, please contact NAU. In California and Oregon, employers are required to post notices for employees if there is an inspection. Click the Click to Finish button at the bottom of the form. Leave payroll and taxes to the experts so you can focus on your business. You did not accept any documents that are photocopied, faxed, emailed or loaded from a smartphone. The students expired OPT EAD, together with an endorsed Form I-20, are considered an acceptable List A documents for a student who is participating in OPT and whose F-1 status and employment authorization have been automatically extended as a result of a timely filed H-1B change of status petition (cap-gap). . A photograph must also be taken. Attach a note explaining why the changes were made. Expiration Date (if any) (mm/dd/yyyy) Enter the expiration date of the List A document or receipt. We are an Employer Agent of the E-Verify program. Be a Hero. You may not withhold pay for work completed or a W-2 form from any employee for any reason associated with Form I-9. I discovered that I do not have a completed Form I-9 for a former employee who was hired after Nov. 6, 1986. Attract top talent, develop employees, and make better decisions with actionable data. If you have questions about completing the documents, or if you just want to check to be sure theyve been completed correctly, please contact NAU Human Resources by emailing HR.Contact@nau.edu or calling (928) 523-2223. Along with the form, your new hire must show proof that confirms their identity and confirms . Your access of this information does not create an agency or other business relationship where one does not already exist. A .gov website belongs to an official government organization in the United States. Start by selecting the citizenship or U.S. employment-authorized immigration status indicated by the employee Select the document types presented See whats new today. Errors in Section 2 and Section 3 should be fixed by the employer and ideally the same person who received the documents and signed the certification. Employers must retain Forms I-9 for three years after the date of hire or one year after the date the individual's employment is terminated, whichever is later. Expired Identification Document:You are not permitted to accept (and we cannot use for verification) an expired identification document. You may not enter any special characters. A lock ( A locked padlock ) or https:// means you've safely connected to the .gov website. As I-9 documents are kept on-site, rather than sent to the government, federal agents can only conduct an inspection in-person or by requiring that you send them evidence through certified mail. $66.25 to purchase class "A" license. An employee may have several U.S. visas in his or her passport. "List B documents are identity documents for I-9 purposesfor example, a common List B document is a driver's license," said Jorge Lopez, an attorney in the Miami office and chair of the Global . similarly all state has a Office from where ur passport gets printed after a clear Rep. Specific I-9 documents can be issued to certain person categories. All rights reserved. Does Calif DMV have the authority to suspend driver's licenses? Employers should attach a signed and dated explanation of the corrective action taken. (Paycor Onboardingenables employees to fill their details in online before their first day, to avoid any issues.). How often do you conduct internal audits? Review our. List B Documents Issuing Authority Driver's License Learner's Permit . mhhauto registration code An employer may only correct errors made in Section 2 or Section 3 of the Form I-9. [PDF] Acceptable Documents and Issuing Authorities For Form I-9 Author: www.consumerdirectwa.com Post date: 14 yesterday Rating: 4 (394 reviews) Highest rating: 5 Low rated: 1 Summary: Hire skilled nurses and manage PBJ reporting. 231, 302-323 (2005)], which in part sets . Document Title Enter the title of the List C document or receipt in this field. Only Certified copies of birth certificates that are photocopied are acceptable. L. No. My company currently keeps copies of documentation presented by my employees for Form I-9. You can find instructions for creating a digital image in the Client area of our web site. Pro tip: write the company name and ID on the top of every document, in case they get separated. The Department of Homeland Security (DHS) has issued a temporary policy to allow employers to accept expired List B documents when completing the Form I-9 beginning May 1. If the employee presents a U.S. passport, you must copy the front page and the back barcode page. Yes. If the employee is no longer working for the employer, the employer should attach to the existing form a signed and dated statement identifying the error or omission and explaining why corrections could not be made (e.g., because the employee no longer works for the employer). The paroled entrepreneurs foreign passport and Form I-94, Arrival/Departure Record, bearing the same name as the passport and unexpired endorsement of the entrepreneurs parole (PE-1) are acceptable as a List A document. o Enter the new preparer and/or translator information (and indicate for corrections). Do I need to see a current DHS document? However, an employee must enter his or her Social Security number if the employer participates in E-Verify. If the same employee begins work on Monday but does not provide the receipt to complete Section 2 until Thursday, the employer should still count Tuesday as Day 1 and count 90 days to determine the validity period of the receipt. A refugee's Department of State-issued Transportation Boarding Letter is an acceptable List B #2 identity document if it contains a photograph or identifying information (name, date of birth, gender, height, eye color and address) and appears to be genuine and to relate to the person presenting it. The I-9 Form is 18 pages in length, including Instructions, actual form and a List of Acceptable Documents. If you use a computer, List A column will auto-filled with N/A in each field. If youve identified over-documentation, cross out unnecessary information and add initials and the date in a different color ink. Is everyone aware that there is zero tolerance for the employment of individuals who cannot comply with work authorization rules. Full Name of List A Documents and List A Documents Abbreviations: List B Documents establish identity (only accept documents that bear a photograph because NAU participates in E-Verify). Here are some major no-nos for employers: Errors on Forms I-9 should be corrected by whoever completed the form. Photocopies or faxed copies of completed Form I-9 are not acceptable to meet this retention requirement. Verify I-9 LLC (Verifyi9) is an E-Verify Employer Agent, Remote Form I-9 Verifier, Form I-9 Auditor and Consultant. Photo Matching Required:When an employee presents either a Permanent Resident Card (Form I-551), Employment Authorization Card (Form I-766) or Unexpired U.S. Passport for his or her Form I-9 documentation, we are required to match the photo on the document to the photo in DHS records. The information required includes the document(s) title; issuing authority; document number and expiration date, if any. Manage all employee tasks and documents in one place. Since NAU is an E-Verify employer, you have made photocopies of the photo matching documents from List A only and you will return original document(s) to the employee. Review the issue date printed in the center of each visa and enter the visa number of the most recently issued visa. On-campus employment is authorized until the completion of the student's course of study. Automate routine tasks, mitigate compliance risks, and drive efficiencies across your organization. Incorrect Name:The employees name recorded on the I-9 form mustmatch the primary identification document. If the employee provides a Social Security card, it must be unrestricted. A signature on the card is not required for the card to be valid. All relevant fields of the form must be fully completed and the document's submissionaccurately recorded. If you think this might mean you, dont panic. Neighbouring districts are (from the north clockwise) Ansbach, Roth, Eichsttt and Donau-Ries. $56.25 to purchase class "B" license. Follow the Form I-9 instructions when determining if a field can be blank or if N/A is required. For a receipt, enter the expiration date of the receipt validity period (expiration date of the receipt). You dont need to put every document under a blacklight. Acceptable documents that need to be re-verified: If an employee reveals that they do not have authorization to work or they have provided false documentation, their employment must be terminated. Federal law doesnt require companies to keep copies of supporting documentation, though several state laws list specific documents which should be copied and kept. Internal audits are the best way to determine your liability and uncover errors. In addition, copies of these documents must be made and retained. Missing Permanent Resident Card or Employment Authorization Document Number: In addition to the Alien Number, the Permanent Resident Card Document Number or Employer Authorization Document Number is also required for verification. The preparer or translator should: Make the correction or note the omitted information or help the employee make the correction or note the omitted information. Form I-797C, Notice of Action, which is mailed to the employee by USCIS is an acceptable receipt to acknowledge that an application for a replacement EAD has been submitted. Enter N/A if there is not document number. The document is not acceptable if it has already expired. Companies can also be punished for subsequent offenses even if their prior punishment wasnt in the recent past. info) is a Landkreis (district) in the west of Bavaria, Germany with a population of 95,000. You must enter exactly eight alphanumeric characters (letters and numbers). A: No, as long as the employee presents an unexpired driver's license and an unrestricted Social If you dont have time to watch the full webinar, weve put together these I-9 FAQs leaders need to know now to ensure employees fill out the I-9 form correctly. Track critical documentation and control labor expenses. This section asks employees if they are a U.S. citizen and whether they are authorized to work in the country. Official websites use .gov However, only employers in Puerto Rico may use the Spanish version to meet the verification and retention requirements of the law. Learn a lot in a little bit of time with our HR explainers. If you are using the computer, select the issuing authority form the drop-down menu. To complete Form I-9 for on-campus employment, the F-1 student employee is only required to present an unexpired foreign passport and an I-94 indicating F-1 nonimmigrant status. Notice that the form auto-populated the List A column with N/A only and not List C column fields. VALID FOR WORK ONLY WITH DHS AUTHORIZATION, About Data Governance Center, powered by Collibra. School ID card with a photograph 6. In the example below, the employee has presented a Social Security Card issued by Social Security Administration as a List C document. Employers who complete and retain Form I-9 in paper format only must retain the Form I-9 with the original handwritten signatures. Name mismatches that result in a Tentative Non-Confirmation are usually associated with non-citizens. Gunzenhausen (German pronunciation: [ntsnhazn] (); Bavarian: Gunzenhausn) is a town in the Weienburg-Gunzenhausen district, in Bavaria, Germany.It is situated on the river Altmhl, 19 kilometres (12 mi) northwest of Weienburg in Bayern, and 45 kilometres (28 mi) southwest of Nuremberg.Gunzenhausen is a nationally recognized recreation area. If we experience continued problems reading your faxes, well let you know. Additionally, if you participate in E-Verify, you must retain a copy of any document any employee presents that triggers photo matching. Employees needing assistance to correct or enter omitted information in Section 1 can have a preparer and/or translator help with the correction or omitted information. DHS is proposing this process change become permanent. During the reverification process, can an employee reuse the same work authorization document they originally presented as a List A or C document, as long as it is still valid? Lets create value across your portfolio. Using a remote company representative, a trusted agent or lawyer, Allowing two remote employees to verify each others documents, Inviting remote employees for on-site training, For 1-9 paperwork violations in 2022, the penalties range, Missing Social Security number (if using E-Verify), List A (Documents that establish both identity and employer authorization), List B (Documents that establish identity), List C (Documents that establish employment authorization), Examine acceptable document(s) that establish the employees identity and employment eligibility, Not accept expired documents (although soon to be expiring documents are OK). Vertical license and ID cards are currently used in 46 other states. How often you should complete an audit depends mostly on your company size. This policy is intended to account for the fact that many people are unable to renew their driver's licenses or state ID cards at this time due to stay-at-home orders.